Shipping Integration Accounting Systems, Inc.

Transcription

1 Shipping Integration

2 2 Shipping Integration Table of Contents Foreword 0 Part I Overview 4 Part II Installation and Activation 7 1 Installation Activation... 9 Part III Product Setup 12 1 Setup... Shipping Integration 12 Ship Via Surcharges Creating... an ODBC Data Source Name 19 3 UPS WorldShip... Setup 22 4 FedEx... Ship Manager Setup 29 5 Export... Requirements from Shipping 38 Part IV Product Use 41 1 Import... Shipping Information 41 2 Shipping... Data Entry 43 3 Daily... Sales Reports/Updates 43 Part V ASI Software Warranty Index 46 0

3 Part I

4 4 1 Shipping Integration Overview Shipping Integration is designed to integrate your shipping software system with your Sage 100 ERP Sales Order shipping system. It requires that the shipping software be able to export a delimited file for each shipment. The delimited file can then be read by Shipping Integration and information pulled into Sage 100 ERP. Many shipping systems, like UPS Worldship or FedEx Ship Manager, are able to read shipping information from Sage 100 ERP orders to speed entry. Setting these procedures up in the shipping software are outside the scope of this modification, but we have included instructions for UPS Worldship and FedEx Ship Manager. The key that ties everything together is the document number - either sales order, service order or invoice number (or rental contract for some versions). For this reason it is critical that each package shipped have a consistent order or invoice number from Sage 100 ERP in one of the Reference fields in the shipping software and that that reference field is set up to export after each shipment. There are two sides to this process: The shipping software side and the Sage 100 ERP side. There are no changes to the shipping software. As long as your shipping computer has access to the server where the Sage 100 ERP data resides and has ODBC (Open DataBase Connectivity) installed, you can usually set it up to read data from the Sales Order header file directly into the shipment in the shipping software. As mentioned before, it is critical that the Sage 100 ERP document number (sales order, service order, invoice number or contract) be stored in one of the reference fields on the package so it can be exported with the shipment information and tied back to the Sage 100 ERP shipping system invoice. Even though pulling information into the shipping software is a standard feature, an example will be documented briefly here. The other side of the function is to pull the shipping software shipment information back into the Sage 100 ERP shipping system. This is the custom modification provided by the ASI Addition, Shipping Integration. A standard feature of most modern shipping software, including UPS Worldship and FedEx Ship Manager allows you to create a comma-delimited file with selected information after every shipment. This file is then read by the Shipping Import function to update the shipping records in Sage 100 ERP. The order or invoice must be present in the comma-delimited file in a consistent column. Along with that, the import can optionally update the tracking numbers, the weight, the freight and the Ship Via code from the shipping software to Sage 100 ERP. This new function is available as a batch process from the Sales Order shipping menu or from a button on the Sales Order Shipping Data Entry Shipment panel. The Shipping Integration package does not only pull in UPS WorldShip or FedEx Ship Manager data. As long as your shipping package can produce a comma-delimited file, you can import the designated shipping data from any other package as well. Adde d Fie ld M a pping As of re v ision 02, y ou c a n m a p m a ny a ddit iona l fie lds t o be file d in on t he inv oic e he a de r or in t he t ra c king line s, inc luding use r-de fine d fie lds. Se rv ice O rde r M a tching As of re v ision 02, y ou c a n subst it ut e t he Se rv ic e Orde r Num be r from ASI Se rv ic e Ce nt e r in t he pla c e of t he sa le s orde r num be r in t he im port file a nd Shipping Int e gra t ion w ill find t he se rv ic e orde r. Fre ight pe r- pa cka ge a nd pe r- s hipm e nt s urcha rge s - At re v ision 05, w e ha v e a dde d t o opt ion t o a ut om a t ic a lly a dd a surc ha rge pe r pa c ka ge a nd/or pe r shipm e nt.

5 Overview 5 T he use r c a n spe c ify a de fa ult surc ha rge in t he Shipping Int e gra t ion opt ions, or c a n ha v e a surc ha rge pe r SHIP V IA. (F or ARM Cont ra c t s t he SHIP V IA ov e rride is not a v a ila ble ) ShipW e ight v s W e ight - On t he sa le s orde r inv oic e a nd t he c ont ra c t, t he re a re t w o fie lds re pre se nt ing w e ight. T he ShipWe ight $ fie ld is a st ring t ha t hold t he int e ge r w e ight (no fra c t iona l pa rt ) a nd is upda t e d w he n fre ight is a ut om a t ic a lly c a lc ula t e d from w e ight of t he line it e m s. If t he opt ions c a ll for fre ight c a lc ula t ion from t he line s of a n inv oic e or c ont ra c t, t he w e ight use d t o c a lc ula t e fre ight is st ore d in t he ShipWe ight $ st ring fie ld. T he We ight fie ld re pre se nt s t he a c t ua l w e ight of t he t ot a l inv oic e or c ont ra c t. A ne w fe a t ure a llow s t he use r t o se le c t e it he r or bot h ShipWe ight $ a nd We ight t o be upda t e d by t he Shipping Int e gra t ion im port. AR M C o ntra ct M a tching - As of re v ision 05, Shipping Int e gra t ion w orks w it h Aut om a t e d Re nt a l M a na ge m e nt. T he use r m ust spe c ify a c olum n in t he im port file for t he Cont ra c t Num be r a nd a se pa ra t e se t of opt ions is a v a ila ble for c ont ra c t upda t e s. It is im port a nt t o not e t ha t be c a use ARM is a le ga c y a pplic a t ion, t he a ddit ion fie ld m a pping is NOT a v a ila ble a s it is w it h Sa le s Orde r Inv oic e s. Also, t he a bilit y t o ov e rride t he pe r pa c ka ge or pe r shipm e nt surc ha rge is not a v a ila ble for c ont ra c t s.

6 Part II

7 Installation and Activation 2 7 Installation and Activation ***If you wish to test this ASI Addition and do not intend to use it in your live system, do not install it on your production Sage 100 ERP system. It is better to create a test environment for this purpose.*** Shipping Integration is installed once in a Sage 100 ERP instance, but it must also be activated before it can be used. You can activate Shipping integration for some companies and not for others. Installation Activation Instructions on how to install this ASI addition Instructions on how to activate this ASI addition. Installation This modification is delivered in one executable file, SOF###Setup@@.EXE for installation on your Sage 100 ERP system. Note: The ### referenced above in the EXE is the version level of the ASI Addition. referenced is the current revision number for the ASI Addition. Installation: 1. V e rsion - Make sure your Sage 100 ERP version matches the version of this ASI Addition. 2. Ba c kup Backup your Sage 100 ERP data and programs before proceeding. 3. St a rt Inst a ll - Exit Sage 100 ERP, then execute the install file, SOF###Setup.EXE, by double clicking or right clicking and selecting Open. You will see a panel similar to the one below.

8 8 Shipping Integration 4. Inst a lla t ion When you select the Next button, the following screen will display allowing you to select the Sage 100 ERP folder where you are installing this modification. This folder should be on your server not on your local drive. After entering a valid Destination Folder, you ll be able to select the Install button and proceed with the installation process. 5. St a rt Sa ge 100 ERP Launch Sage 100 ERP. You should see a dialog showing changes being incorporated into the system. 6. Role M a int e na nc e Since new options may be added to the menus, you will need

9 Installation and Activation 9 to visit Role Maintenance on the Library Master Main menu and give rights to those tasks to the appropriate people Cust om ize r Ut ilit ie s If you have made Custom Office changes to any of the screens, it is recommended that you run the Customizer utilities to update screens to the current level. Activation In order to activate your ASI Addition, a new option is added to the Library Master Setup menu. Before you can use the modification, you will need to select ASI Additions Control Center from the setup menu. This program will list all the ASI Additions you have installed on your Sage 100 ERP system. Select the one you wish to turn on or turn off and select the Change button at the bottom of the screen. The following screen will appear:

10 10 Shipping Integration Check the Activate box to turn on the modification. If you have an activation code, you can enter it now. If you do not have an activation code, you can click on the accept button and the ASI Addition can be used for thirty days. Note: Some ASI Additions do not allow a demo period. In order to receive an activation code from ASI, select the printer button (icon) or button (icon) in the bottom right hand corner of the ASI Additions Control Center screen. This will compile all the information necessary to generate an activation code. Note: Outlook must be installed for functionality. the report to support@asifocus.com or fax the report to An activation code will generated and sent back to you promptly. If you double click on the mod code line in the ASI Additions Control Center, the following screen will appear with more information about the ASI Addition selected. Selecting the Show Docs button will display the user guide in pdf format.

11 Part III

12 12 3 Shipping Integration Product Setup Setup Shipping Integration 12 - Instructions on how to set up Shipping Integration. Creating an ODBC Data Source 19 - Instructions on how to create an ODBC Data Source Name. UPS WorldShip Setup 22 - Instructions on how to setup UPS WorldShip to import order information from Sage 100 ERP and export shipping information back to Sage 100 ERP. FedEx Ship Manager Setup 29 - Instructions on how to setup FedEx Ship Manager. Export Requirements from Shipping 38 - Information about the export requirements for the Shipping Import feature. 3.1 Setup Shipping Integration A new option has been added to the Sage 100 ERP Sales Order Main menu. The Import Shipping Information function will look for data exported from WorldShip or other shipping software and will match that data up to invoices or shipments in process based on the sales order number. When you first select Import Shipping Information, the program will attempt to find configuration information. If it has not been configured, the following message will pop up, indicating that it does not know where to find the shipping data. When you click OK, the Shipping Import Defaults screen will appear, allowing you to

13 Product Setup 13 define where to find the files to import and how to handle the data in those files. You can also get to the Shipping Import Defaults screen by clicking on the Setup button on the Import Shipping Information Import panel described later. Import File Definition Folder for Shipping Import Enter the full path name to the folder where the shipping import file can be found. This is the file that is created by the shipping software package after every shipment. The shipping software will put the commadelimited files here whenever a shipment is complete, or at the end of day. This shipping import function will search this folder for all the files to import. Import File Extension Enter the extension that will identify the files to import. The typical extension use for comma-delimited files is CSV (comma-separated values). However, you can put any extension that will properly identify the files to be imported. The shipping import function will look for files in the specified folder that have this extension. Import File Delimiter By default the shipping import function expects to have comma-delimited data to read, but you can tell it to look for tab-delimited or pipe ( ) delimited data instead. Import File Has Header Typically WorldShip will not put a header line in the file to be imported, but other shipping software might. If there is a header line in the file to

14 14 Shipping Integration be imported, check this box so that the import function will ignore the first line. Field Mapping In this section you tell the shipping import function where to find the fields it needs, and which fields to use. You must have an order number in the import file, but the other fields are optional. However, the import file must include at least one of the fields Tracking ID, Weight, or Freight. If none of these fields are in the import file, then there is no reason to import. Order Number Enter the field number in the import file that holds the sales order number. In our example file above, the sales order is in the first field, so we enter a 1 here. Not e : If y ou a re running ASI Se rv ic e Ce nt e r y ou c a n a lso use t his fie ld t o m a t c h t he se rv ic e orde r num be r. T he im port progra m w ill first t ry t o m a t c h t he sa le s orde r num be r, t he n t he se rv ic e orde r num be r. Invoice Number Enter the field number in the import file that holds the invoice number. You can use either the sales order number or the invoice number to match the shipping record, but if you provide both, the import will try to use the invoice number first. Contract Number - This field only appears if Automated Rental Management is installed and activated on your system. If you are using ARM, you can export the contract number in a column and specify that column here. Not e : If t he re is a v a lue in t he Cont ra c t Num be r fie ld in t he im port file, t he orde r a nd inv oic e w ill be ignore d a nd t he progra m w ill se a rc h first for a m a t c hing c ont ra c t. If no m a t c hing c ont ra c t is found, it w ill t he n se a rc h for a n inv oic e or a n orde r. TrackingID Enter the field number for the tracking ID. You can leave this blank if a tracking number is not being imported. In our example file above the tracking number was in the fourth field, so we enter a 4 here. Update Tracking Numbers from Shipping Check this box if you want the tracking numbers from the shipping software to be written to the Sage 100 ERP tracking file. Weight Enter the field number in the import file where the weight of the package is found. In our example, the weight was in the third field, so we enter a 3 here. Update Invoice Weight from Shipping Check this box if you want the weight from the shipping software to be updated to the header of the sales order invoice. The total weight of the shipment will display on the totals screen. Freight Enter the field number in the import file where the weight of the package is found. In our example file the weight was in the second field, so we enter a 2 here. Update Invoice Freight from Shipping Check this box if you want to calculate and set the invoice freight amount based on the freight charges from the shipping software. Ship Via Enter the field number in the import file where the Ship Via can be found. The ship via code in the import file must match a valid ship via code in the Sage 100 ERP system or it will be ignored. Update Invoice Ship Via from Shipping Check this box if you want to put the ship via code from the shipping software into the ship via code on the invoice header. Voided Flag Enter the field number in the import file where the voided flag can be

15 Product Setup 15 found. This is a Y or an N, depending on if this package shipment has been voided. Map Additional Fields This link will pop up the window shown below that allows you to map many additional fields on the invoice header or in the tracking record fields. These field mappings do not apply to Contracts if you are using Shipping Integration with Automated Rental Management. NOTE If the same field, such as FreightAmt, is in the main screen and the Additional Fields, the Additional Field mapping will happen after the main screen field mapping and will therefore override the main screen field mapping. Field Name The Field Name column gives a list of the available fields in the sales order invoice header table and in the tracking table into which you may map import information. Note that the tracking file fields have the [TRACKING] tag in front of them. Import Field Enter the column number of the field in the import file that you wish to place in the field name specified. If you leave it blank, nothing will be imported into that field. Update If Blank If you specify an Import Field to use in the file being imported from the shipping software, but that field is blank in the import file, check this box to write the blank value, anyway. If the Update If Blank box is cleared, then the target field will be left alone if nothing is in the column in the import record. Options Two columns of options allow you to modify what impact the shipping integration import has on the invoice or contract. If Automated Rental Management is not installed, you will not see the Contract column. The options have the same function, but you can turn them on and off separately for sales order invoices and rental contracts. Update Tracking Numbers from Shipping Check this box if you want the tracking numbers from the shipping software to be written to the Sage 100 ERP tracking file. This option will find tracking records that do not have tracking numbers, weight or freight on them and will insert the tracking number. If the tracking number already exists in the package tracking file, then the import will update the weight and freight

16 16 Shipping Integration (optionally) on that record. Clear BLANK Tracking Before Importing - This option is enabled only if you choose to update tracking numbers. If you check this box, any blank tracking records that are not matched to an imported shipment record will be removed from the Sage 100 ERP package tracking table. Update ShipWeight from Shipping Check this box if you want the weight from the shipping software to be updated to the totals panel of the sales order invoice or the contract. The total weight of the shipment will display on the totals screen. This weight is used to calculate the shipping charges and may be recalculated based on line weights, depending on your option settings. Update Weight from Shipping - Check this box to update the internal invoice or contract weight on the header. This numeric field is to show the true weight of the order based upon the shipment. Update Freight from Shipping Check this box if you want to calculate and set the invoice or contract freight amount based on the freight charges from the shipping software. If you choose to add per package or per shipment surcharges, they will be included in the resulting freight amount. Default Per Package Surcharge - If you enter a dollar amount here, this amount will be added to e v e ry package freight unless the ShipVia record for the order specifies another amount. For contracts, you cannot override the per package surcharge from the ShipVia record. To override by ShipVia, take a loot at the user-defined field setup in the Ship Via Surcharges 17 topic. Default Per Shipment Surcharge - If you enter a dollar amount here, this amount will be added to the total shipment freight for this invoice or contract unless the ShipVia record for the order specifies another amount. For contracts, you cannot override the per shipment surcharge from the ShipVia record. To override by ShipVia, take a loot at the user-defined field setup in the Ship Via Surcharges 17 topic. Update Invoice Ship Via from Shipping Check this box if you want to put the ship via code from the shipping software into the ship via code on the invoice header. After Import The last two fields on the screen determine what is done with the import file after the import is complete. Delete Files After Import Check this box if you wish to simply remove files after import. After Import Move Files to Folder If you do not check the Delete Files After Import box, you can specify a folder to which those files must be moved. NOTE: The import function will read through all the files in the folder specified looking for those with the extension specified. Once it finds a file that matches, it will then read all the records in the file and try to match each record with a current shipment or invoice in Sage 100 ERP. If a record is not matched, it is copied to a file named UNMATCHED.CSV (or whatever extension you chose) to be matched later.

17 Product Setup Ship Via Surcharges One feature of Shipping Integration is that you can update the freight being charged to the customer based upon the shipping charges. In some cases, though, you may want to mark up those costs by a dollar amount. There are two new fields on the Shipping Integration defaults panel, in the options section, that allow you to specify a per package or per shipment surcharge that will be added to all packages or all shipments. You can read about this setting in the Setup Shipping Integration 12 topic. In some cases you may want to have a different per package or per shipment charge depending on the shipping method. For sales order invoices (not rental contracts) we allow this feature with the use of user-defined fields on the Ship Via table. Just add two user define fields to the SO_ShipRateHeader table as defined below.. SO_ShipRateHeader: PER_PACKAGE T his checkbox should be placed on the Ship Rate Maintenance screen. If this UDF exists in the table and if the value in the UDF for the assigned ShipVia for the invoice or contract is not zero, then this value will be added to the shipping cost of each package when the total freight for the invoice or contract is calculated. Source: Manual Entry Object Type: Multiline Data Type: Numeric Mask: ###.00Caption: Per Package Surcharge PER_SHIPM ENT T his checkbox should be placed on the Ship Rate Maintenance screen. If this UDF exists in the table and if the value in the UDF for the assigned ShipVia for the invoice or contract is not zero, then this value will be added to the total shipping cost of

18 18 Shipping Integration all packages together when the total freight for the invoice or contract is calculated. Source: Manual Entry Object Type: Multiline Data Type: Numeric Mask: ###.00Caption: Per Shipment Surcharge

19 Product Setup Creating an ODBC Data Source Name The ODBC Administrator is a standard Windows tool to create and edit DSNs. You can also get to this tool from the Administrative Tools folder of the Control Panel. Click the Add button to create a new DSN. The DSN you are about to create is very similar to the SOTAMAS90 DSN that you will probably see in the list if Sage 100 ERP has already been installed on this workstation. NOTE: If Sage 100 ERP has not been installed, you will need to run workstation setup to make sure you have the appropriate Sage ODBC drivers available. Select the MAS ODBC Driver from the driver list. If you do not see this driver, then you will probably need to run Sage 100 ERP WorkStation setup. Click the Finish button to continue.

20 20 Shipping Integration The ProvideX ODBC Driver Setup will display a screen with several panels that you need to fill in. The first panel, or tab, displayed is Basic. Data Source Name We assigned a name MASUPS, but you can create any unused name that you wish. This is the name that will show up in WorldShip when you are asked to select a DSN. Description Enter a meaningful description. Database Directory This is important. Enter the folder where your Sage 100 ERP data resides, followed by UPSDicts. It is best if you use a URL address. If you choose to use a drive letter, make sure that the drive letter will be mapped the next time you start up this workstation. Definition File Leave this field blank. Once you have filled in the three important fields, click on the Logon tab.

21 Product Setup 21 You must enter the information necessary for the user to log on to Sage 100 ERP and gain access to the Sales Order header file. It is recommended that you create a specific Sage 100 ERP user for this purpose and give that user very limited rights to the Sage 100 ERP system. The only table that needs to be read is SO_SalesOrderHeader. You will need to specify the company code, the default user ID, and the password. You can ignore the Session ID. Once you have filled in the information, click on the Options tab to continue. The import piece of information on this tab is the Prefix for data files. You must enter the exact path to the folder where Sage 100 ERP is installed. This is not the same path that you entered on the Basic tab. This path does not have UPSDicts on the end of it. You can also click Dirty Read and Burst Mode since these options can improve performance. These are not required, however. Once you have filled in this tab, click OK to save the new DSN and return to the ODBC Data Source Administrator screen. You can then click OK there and return to

22 22 Shipping Integration WorldShip. 3.3 UPS WorldShip Setup Create an Import Map The following section will help in setting up WorldShip to import order information from Sage 100 ERP, speeding up the shipping process. This import ability is a standard part of WorldShip. The procedure and the screens shown are from version 8.0 of WorldShip. In WorldShip, the function to extract order information from Sage 100 ERP is called Keyed Import. The first step is to create the import map. The information is read from Sage 100 ERP using Open Data Base Connectivity (ODBC), which requires that a Data Source Name (DSN) be defined. You could use the standard SOTAMAS90 DSN, which comes with Sage 100 ERP, but this can cause issues with WorldShip because it tries to verify every table that is defined in the dictionaries. To make this process more efficient, this modification has installed a new dictionary that only includes the sales order file. Follow the procedure below to define a new DSN and a new import map. From the WorldShip screen, click on UPS OnLine Connect and select Connection Assistant.

23 Product Setup The data type that you want to import is Shipment. and click Next. 23 Select Shipment from the list At this point, you may have to create a new data source name 19 to use the limited dictionary provided with this modification. Check the By Known ODBC Source and click the button to Launch the ODBC Administrator. If you have already created a

24 24 Shipping Integration DSN to use, you can skip this section and go the Define Import Map. Define Import Map Your new DSN should now appear in the list of ODBC Sources. Highlight the new DSN and click Next.

25 Product Setup 25 Check the box for New Map and enter your desired name in the New Map Name. You can create any name you wish. In the example above we have named our map ImportMAS. On the left side of the panel is the list of fields available from the Sage 100 ERP SO_SalesOrderHeader table. On the right are the groups and field names for WorldShip. To match fields for import, highlight a field on the right side, then find the group on the top row and the field in the list below the group and highlight that field. Then click the Connect button. Define Primary Key for Import In order to find the order information to pull into WorldShip, you must define the SalesOrderNo as the Primary Key. Highlight SalesOrderNo on the left side and click the Define Primary Key for Import. You must assign the SalesOrderNo to one of the package Reference fields so that each package shipped can be tied back to the Sage 100 ERP sales order number. It really does not matter which reference field you choose. In the example above, we have connected SalesOrderNo to Reference1. The important thing is that this is the same field you must export back to Sage 100 ERP with the shipping information. Here are some typical mappings for the import into WorldShip. Note that you can change these if you wish. SO_SalesOrderHeader::SalesOrderNo SO_SalesOrderHeader::ConfirmTo SO_SalesOrderHeader::ShipToName SO_SalesOrderHeader::ShipToAddress1 SO_SalesOrderHeader::ShipToAddress2 SO_SalesOrderHeader::ShipToAddress3 SO_SalesOrderHeader::ShipToCity SO_SalesOrderHeader::ShipToState SO_SalesOrderHeader::ShipToZipCode SO_SalesOrderHeader::ShipToCountryCode Package::Reference 1 Ship To::Attention Ship To::Company or Name Ship To::Street Address Ship To::Room/Floor/Address 2 Ship To::Department/Address 3 Ship To::City Ship To::State/Prov Ship To::Postal/ZIP Code Ship To::Country

26 26 Shipping Integration SO_SalesOrderHeader::ShipVia Shipment Information::Service Type NOTE: In the above example, Ship Via is connected to WorldShip Shipment Information: Service Type. It is probably that the Sage 100 ERP Ship Via codes do not exactly match the Service Type fields used by UPS. You can take advantage of WorldShip s translation feature to make them match. When the two fields are highlighted, click the Edit button. Then click the translate button and select Service from the list. This will bring up a list of the Service Types for WorldShip. You can then select each service type in the list and change the External Field to match your Sage 100 ERP Ship Via codes. Once you have linked all the fields you wish to import from Sage 100 ERP, click OK to save the new import map. Keyed Import The final step is to tell WorldShip that you wish to start Keyed Import, and to specify which import map to use. Click on UPS OnLine Connect then Keyed Import. You may have to click the More option to display all the import maps available. Select the map that you just created.

27 Product Setup 27 If the map is properly defined, a new window will appear for you to enter the Import Key. This is the seven character sales order number, and it must have the leading zeroes. Once you enter a valid order number, the fields you mapped in the section above will automatically copy over to the shipment. NOTE: It is important that the Sales Order number from Sage 100 ERP be copied to a reference field for every package. Use the Tools / Profile option to define a profile for each user of WorldShip. On the Reference tab, click the box to tell it to Use on All Packages for the reference field that you have chosen for the order number. Exporting Worldship Shipping Information The final configuration to make the transfer of shipping information back to Sage 100 ERP is to tell WorldShip how to export back to Sage 100 ERP. This is a standard feature of WorldShip and is not part of this modification, but the following screens will help in this process. From the UPS OnLine Connect menu select Create/Edit Map.

28 28 Shipping Integration In the New Map section, check the Export data from WorldShip and the Export CSV option. In the drop-down list, select Shipment and enter the name that you wish to give to your new Export Map. Click OK to proceed to the mapping screen. On this screen, choose the tab for the group and the field to add to the commadelimited file you will create. On the right side of the picture above you will see an

29 Product Setup 29 example of the standard fields that can be imported into Sage 100 ERP with this modification. It is important that you click the box next to Append to Existing File so that you can process many shipments through WorldShip without having to run the Sage 100 ERP Import Shipping Information every time. You will also want to click on the Define CSV File name in order to tell WorldShip where to put the information that it exports. The folder you enter here is the same folder that you specified as the import folder in the Import Shipping Information defaults. If you choose to export the Service Type field, you may again want to Edit the field and select Translate to convert the UPS Service Type names back to your Sage 100 ERP Ship Via names. When you have completed the mapping, click OK to save your new export map. Finally, from the UPS OnLine Connect menu, select Automatic Export After Processing Shipment, then select the new export map. This will cause WorldShip to add to the comma-delimited file every time a shipment is processed. That information will then be available for import into Sage 100 ERP on a real-time basis. 3.4 FedEx Ship Manager Setup The following section will help in setting up FedEx Ship Manager. This import ability is a standard part of FedEx Ship Manager. The procedure and the screens shown are from Version.2361-a. In FedEx Ship Manager, users must set up the Integration between Sage 100 ERP and FedEx Ship Manager using the FedEx Integration Assistant. The first step is to create the import map. The information is read from Sage 100 ERP using Open Data Base Connectivity (ODBC), which requires that a Data Source Name (DSN) be defined. You could use the standard SOTAMAS90 DSN, which comes with Sage 100 ERP, but this

30 30 Shipping Integration can cause issues with FedEx Ship Manager and users would have to enter their Sage 100 ERP credentials every time they connect to the database. Follow the procedure below to define a new DSN and FedEx - Sage 100 ERP Integration connection. From the FedEx Integration Assistant What do you want to do screen, choose Create New Profile. On the Which type of integration profile do you need?, choose Both Import and Export.

31 Product Setup 31 Import Next the user will need to use the ODBC DSN they previously setup for the Sage 100 ERP directory. Please refer to Creating a Data Source Name 19 to reference the settings needed for the DSN-ODBC connection. For the How will you create shipping labels for your package? screen, choose the

32 32 Shipping Integration appropriate selections for your organization and click on Continue. For the How do you want to lookup and import information screen, choose After I enter a lookup value, then Click on Continue. On the What types of information do you want to import? screen, choose Recipient

33 Product Setup 33 and Package, then click on Continue. Next, users will select the tables and fields to relate the address, city, state, and company for the import.

34 34 Shipping Integration Users can skip the Conversion Screen. Export Destination- For Where do you want to send shipping information, choose the location where Sage 100 ERP is set to look for the CSV import file. Re fe r t o Import Shipping Information 12.

35 Product Setup 35 Format- For What is the format and structure of your text file?, screen users will need to specify the format to export the file. Current examples have been comma delimited. Method- Exporting can be user defined. It is important to insert a new record when updating information.

36 36 Shipping Integration Information- Choose the information to export to the CSV file. Match- Choose the location in the export file to place the exported information.

37 Product Setup Conversion- This page is used to convert data from FedEx Ship Manager into something meaningful for the end user. An example would be Shipping Codes. 37

38 38 Shipping Integration FedEx Ship Manager After the FedEx Ship Manager Integration is configured correctly users should be able to use the Lookup feature to find Sales Order Information and populate the Ship Manager s fields with relevant data. Depending on your setting, the CSV file you specified will populate with shipping information and will be waiting for you to import the data into Sage 100 ERP. 3.5 Export Requirements from Shipping The Shipping Import feature described here requires that the shipping software create (or export) records with the data that is to be imported. The fields that the Shipping Import feature can use are described below. Later in this document is a description of how you tell Sage 100 ERP which fields to import and where to find them in the file that was sent from the shipping software. Included in this document is a brief overview of how you configure UPS WorldShip and FedEx Ship Manager to export a comma-delimited file with the appropriate data. The fields that can be imported do not have to be in any particular sequence in your shipping export file. Part of the configuration of the software will tell the program where to find each field.

39 Product Setup 39 Order Number Required. This field must match an existing order in the Sage 100 ERP Sales Order system. If this field is not available, the import cannot work. If the value in the field does not match a valid Sage 100 ERP sales order that is currently being invoiced (or shipped), then the record will not be imported. In Sage 100 ERP, the order number is seven characters long. If it is numeric, it is right justified and zero-filled. The order number in the comma-delimited file does not have to be properly formatted. The import function will attempt to format it according to the Sage 100 ERP requirements before matching to a sales order. Tracking Number Optional. The tracking number, if provided, can be saved with the invoice in Sage 100 ERP and copied into history. Weight Optional. Typical shipping software will include the weight of each package. You can select to save the weight along with the tracking number. You can also select to put the total weight on the order header. Freight Amount Optional. You can select to put the freight amount for the package into the Sage 100 ERP order header. If there are multiple packages, the program will total the freight amount for the order header. If your sales order system is set up to calculate tax on the freight, that will automatically occur, also. Ship Via Optional. You can select to automatically set the Ship Via field on the order header based upon the Ship Via from the shipping software. NOTE: This software will not translate the Ship Via values that are read from the shipping import file. Whatever is in the comma-delimited file must match a valid Ship Via code in Sage 100 ERP or it will be ignored. Void Flag Optional. If you void a shipment in the shipping software, you must include the Void Flag (Y/N) in the shipping import file so that the tracking number can be removed from the invoice and the freight and weight can be recalculated. Contract Number - Options. If Automated Rental Management is installed and set up for the company, you can export the contract number from the shipping software and the rental contract package information can be updated. Below is an example of a comma-delimited file from UPS WorldShip. Note that the fields are not in the same order as listed above. In the example, the fields are Order, Freight, Weight, Tracking, Ship Via, and Void Flag. Other Fields Optional. Revision 02 of ASI Shipping Integration allows you to export many fields from your shipping software and import them into most of the fields on the invoice header or in the invoice tracking lines.

40 Part IV

41 Product Use 4 41 Product Use Import Shipping Information 41 - How to use the Import Shipping Information feature. Shipping Data Entry 43 - How to use the Shipping Data Entry feature. Daily Sales Reports/Updates 43 - Information on a modification made to the Daily Sales Reports and Updates feature. 4.1 Import Shipping Information There are two ways to import shipping records into Sage 100 ERP invoices. You can import for one invoice at a time using Shipping Data Entry 43. If you wish to match shipping records to all the invoices in process at the same time, use the Import Shipping Information menu option shown below. If this is the first time you have run Import Shipping Information, it will immediately prompt for configuration, which is covered in Setup Shipping Integration 12. If you have already set up the import configuration, you will see the screen below. You can also get to the configuration screen by clicking the Setup button on the Import Shipping Information screen.

42 42 Shipping Integration Once the configuration is done, the program will search for records from the shipping files that match invoices, rental contracts or shipments in the Sage 100 ERP system. The top list shows those records that match while the bottom list shows those that do not match. It is possible that some records will not match because the sales order has not been shipped yet. It is also possible that the order number is not valid. Notice that the Invoice/Contract column will show either the invoice number that was matched or the rental contract (if Automated Rental Management is installed and set up). To the two, the contract number will have a "-ctr" suffix added. The far right column shows the import file the records were pulled from. In some cases you might see the file name UNMATCHED. These are records that were previously read but could not be matched to a current invoice. In those cases, the unmatched records are copied into an UNMATCHED file and can be matched later. Setup You can press the Setup button to get back to the defaults screen described earlier. Proceed Press the Proceed button to update the invoices shown in the top list with the data found in the import files. Once the Proceed is pressed, the program will update the tracking numbers, freight, weight and any other fields on the invoice that you have configured (see Import Shipping Configuration 12 ).

43 Product Use Shipping Data Entry You can also import information from your shipping software directly in the Shipping Data Entry function. On the Shipping panel, a new button for Shipping Integration has been added. If you also have StarShip installed, this new button will appear just above the StarShip button. Click the Ship Import button and the program will read through the import files in the folder you specified earlier to see if any of the records match to the order that you are invoicing. If so, the Import Shipping Information 41 panel will display so that you can quickly add the tracking numbers, weight and freight amounts to the current shipping invoice. 4.3 Daily Sales Reports/Updates A modification has been made to the pre-journal calculation of Daily Sales Reports and Updates. When you select the menu option, or after you select the batch if you have invoice batching turned on, the program will review the comma-delimited files in the Import folder you specified. If any of the records in those files can be matched to any of the invoices to be printed on the journal, the following message will display.

44 44 Shipping Integration If you answer No to the prompt, then you can return to the menu and run the new Import Shipping Information function to ensure that all the shipping information has been imported to the invoice before the invoice is updated.

45 Part V

46 46 5 Shipping Integration ASI Software Warranty At the time of delivery, ASI warrants its software, when used properly, shall perform substantially in accordance with the documentation, and that the software has been provided in a proper and professional manner. ASI does not warrant or represent that the use of the software will be uninterrupted and without error. User agrees to notify ASI of any software-related errors or defects within ninety (90) business days of delivery. ASI may, at its sole discretion, correct the error or defect by reworking the original task, modification of the implemented software or issuing a credit on the users account not to exceed the original purchase price of the software. ASI will have no responsibility under this warranty for any software or data that has been modified, lost, stolen or damaged by accident, abuse or misuse.